As a small business owner, manager or supervisor, you conduct periodic appraisals to inform your employees of their progress. When an employee does what’s expected of him, the review process goes smoothly, as delivering good news is generally easier than giving bad news. When an employee performs poorly, delivering the appraisal is difficult. You can take certain actions to simplify it.
A self-evaluation is a form that you give to the employee prior to the actual appraisal meeting. The employee completes the self-evaluation and states whether he believes he has satisfied his job expectations. He may include resources that feels could help him to improve. By giving the employee the self-evaluation, you are able to weigh your appraisal against the form to see if you are both on the same wavelength.
Regardless of how you feel about the employee personally, do not let it interfere with your appraisal. Refrain from judging the employee’s personality. Instead, focus on her poor job performance, finding the reasons for them and providing viable solutions. Write down what you think the employee’s obstacles are and how you feel she can overcome them.
Choose Timing Carefully
Schedule the appraisal for a time that is convenient for both you and the employee. Scheduling the meeting when you or the employee have several things occurring at once or during the midst of important project will make you both stressed when it’s time for the appraisal. Delivering bad news is difficult, but so is receiving it. Therefore, choose a time that is calm for you both.
At the meeting, be cordial when you greet the employee. Though he performed poorly, he should still be treated with respect. He’s also more apt to be receptive if he’s allowed to keep his dignity. Start the meeting on a positive note. For example, if his poor performance started only a couple of months ago mention his accomplishments prior to the decline in his performance.
Deliver the bad news with diplomacy and specifics. Show the employee proof of how you arrived at your appraisal. This is particularly effective if the employee’s self-evaluation differs from your appraisal. Show her written communication and copies of previous work that she submitted to make your point. Compare what she submitted with what’s expected of her so she sees how she failed to meet the required standards.
Ask the employee to explain his side of things and listen well. Explain that you want to help him to become a better employee – one who will grow with the company. Give him your suggestions and make note of his. Give him a time frame in which to accomplish the tasks outlined in the action plan.
The meeting is counterproductive if you fail to inform the employee that there are consequences for poor performance. Explain to her that if she continues to perform poorly it may result in a demotion or termination.
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